Finance and Policy Committee

To receive and accept apologies for absence

To receive Declarations of Interest and Dispensations awarded in respect of items on the agenda

To take as read and confirm as accurate the minutes of the meetings held on 23 November 2020

To discuss or note any matters arising from the minutes under item 3. This is for information only unless specific matters are on the agenda.

To receive previously notified public questions, followed by verbal questions (if technologically possible) from attending electors of Newquay.

In line with Standing Order 3(e), members of the public may make representations, answer questions and give evidence at a meeting which they are entitled to attend in respect of the business on the agenda of the meeting.

In line with Standing Order 3(f), the time allowed under this item is 15 minutes unless directed by the Chair.

In line with Standing Order 3(g), members of the public shall not speak for more than 3 minutes.

To receive, consider and make any decisions or recommendations in relation to the following correspondence (attached if any).

To receive an email from the Newquay Old Cornwall Society requesting the ability to ask questions of committees and Full Council.

Please note:

• At present only Registered Electors of Newquay are legally allowed to ask questions on agenda items at a Full Council or Committee meeting.
• Organisations and members of the public who are not from Newquay do not have such power, but may still attend a meeting. Organisations can also submit letters for consideration by the Council.
• This would require policy, procedure and Standing Order changes along with clear guidance on whether specific organisations will be afforded this benefit or whether it is restricted.
• The Town Clerk advises against allowing such a change as there are other more appropriate methods of communicating and engaging with the Town Council for those organisations and individuals who do not live in Newquay.

To receive, consider and authorise the release of payment(s) in respect of committee purchases in-line with Financial Regulations 5.2.

To receive, consider and make any decisions or recommendations on written reports with the agenda or to receive and note verbal updates from the following working parties (if needed):

Recommendations as followed:

To receive, consider and decide on the new Committee Names to be inserted into the draft Terms of Reference documents as set out in report: 210113A- CP-F&P- Names

To receive, consider and decide on the new committee membership numbers to be inserted into the draft Terms of Reference documents as set out in report: 210113B- CP-F&P- Numbers

To receive, consider and recommend to Full Council adoption of the draft Terms of Reference for the new Committees subject to the changes following recommendations 1 and 2

To receive, consider and recommend to Full Council the draft new committee agendas as set out (subject to names being amended following recommendation 1)

Please note:

• These agendas are for the first meetings of the new Council. It will then be for the new Council to determine how it administers its meetings

To receive, consider and recommend to Full Council adoption of the draft Governance Strategy

Please note:
This strategy forms part of the package of documents that underpin and flow from the Corporate Plan. These areas are:

• Governance Strategy
• Asset Management Strategy
• Communication and Engagement Strategy

To receive, consider and recommend to Full Council adoption of the draft Asset Management Strategy

Please note:
This strategy forms part of the package of documents that underpin and flow from the Corporate Plan. These areas are:

• Governance Strategy
• Asset Management Strategy
• Communication and Engagement Strategy

To receive, consider and recommend to Full Council adoption of the draft Community Engagement and Communications Strategy

Please note:

This strategy forms part of the package of documents that underpin and flow from the Corporate Plan. These areas are:

• Governance Strategy
• Asset Management Strategy
• Communication and Engagement Strategy
• Further reviews of the new document can be undertaken post Full Council adoption in the normal way and so the on-going work to explore enhancing the engagement narrative can be added following a review by F&P and Full Council.

To receive, consider and make any decisions or recommendations in relation to the following grant requests or funding requests where the relevant panel have not reached agreement:

To receive, consider and make any decisions or recommendation in relation to any other Governance/Accountability matters raised by the Responsible Financial Officer

To receive an update, consider and agree a response to the current consultation in to the Member's Code of Conduct Review

To receive, consider, note and make any decisions or recommendations in relation to recommendations or matters raised by the Data Controller Sub Committee

To receive an update and make any decisions in relation to the Municipal Offices and works identified as an operational priority (if needed)

To receive, consider and determine formal proposals made by committee members under Standing Order 9B.

I propose that F&P do not recommend the proposed community engagement strategy/comms policy and that the WP report to F&P at the next (FEB) meeting.

Please note:

• Whilst this item is placed under Agenda item 16A, it refers to a document and decision under item 11 and thus, should be discussed with that item.
• The attached three documents are examples provided by Cllr Hick for the purpose of this motion only.

That under section 100A (4) of the Local Government Act 1972, the public and accredited representatives of newspapers be excluded from the meeting for the following items of business on the grounds that it involves the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act by virtue of the paragraph specified against the item.

To receive an update on the Mountwise Building Project and to make any decisions in relation to the renovation works/project and working party which are of a commercially sensitive nature (if needed)

To receive an update and make any decisions in relation to the Municipal Offices and works identified that are of a commercial nature to include any security matters that are raised by the Town Clerk (if needed)

To receive an update and make any commercially sensitive decisions in relation to devolution of assets or services from Cornwall Council.

The next F&P Committee meeting is to take place on Monday 22 February 2021 at 7pm in a location to be advised.